Need help with 5 reports stuck in "Processing Payment" status - all were reduced to $0 Approved

[USWsdymerski]

I have 5 expense reports that are stuck in the "Payment Processing" status and I cannot get them cleared out (included in a batch). The Expense Processors decided to reduce the Approved Amounts to $0 on all 5 of these expense reports and the Approve them (instead of rejecting them/sending them back). They are not being picked up by batches in Payment Manager, and thus continue to show up in a query we use for "Approved not yet Paid or Closed" but they are all Approved for $0 so will never actually be paid.

Is it system default to exclude $0 approved amount reports from payment batches? Or is that something I can configure to allow it? Or, is the only way to clear them to "Recall to Processor" and then send them back to the employee?

[samasuraj · Accepted solution]

Hi @USWsdymerski 

Topic: Need help with 5 reports stuck in "Processing Payment" status - all were reduced to $0 Approved

Please check the below. Hope this helps.

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In SAP Concur Expense, Processing Payment indicates that the report has been approved but has not yet been extracted for financial processing.

For the five reports approved at $0, I recommend the following:

1. Check the Audit Trail: Review each report for payment extraction errors or workflow issues.
2. Verify Payment Processing: Confirm whether any payment demands were generated. A $0 approved amount does not necessarily create a payable transaction.
3. Recall to Processor: SAP Concur supports recalling reports in Processing Payment status to the previous processor workflow step.
4. Contact SAP Concur Support: If the reports cannot be cleared through the supported workflow, request assistance with their final disposition.

Important: I would not recommend changing the batch configuration solely to process $0 reports. I also cannot confirm that a configurable option exists to include them in payment batches.

Recall to Processor is a supported option, but whether the reports must then be sent back to employees depends on how the expenses were reduced to $0 and your configured workflow.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[samasuraj · Accepted solution]

Hi @USWsdymerski 

Topic: Need help with 5 reports stuck in "Processing Payment" status - all were reduced to $0 Approved

Please check the below. Hope this helps.

-----

In SAP Concur Expense, Processing Payment indicates that the report has been approved but has not yet been extracted for financial processing.

For the five reports approved at $0, I recommend the following:

1. Check the Audit Trail: Review each report for payment extraction errors or workflow issues.
2. Verify Payment Processing: Confirm whether any payment demands were generated. A $0 approved amount does not necessarily create a payable transaction.
3. Recall to Processor: SAP Concur supports recalling reports in Processing Payment status to the previous processor workflow step.
4. Contact SAP Concur Support: If the reports cannot be cleared through the supported workflow, request assistance with their final disposition.

Important: I would not recommend changing the batch configuration solely to process $0 reports. I also cannot confirm that a configurable option exists to include them in payment batches.

Recall to Processor is a supported option, but whether the reports must then be sent back to employees depends on how the expenses were reduced to $0 and your configured workflow.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[USWsdymerski]

I cannot find where I could potentially change batch configurations to allow $0 payments to come through into the batch. All of the Expense Reports were Approved by Processors, but since they all are approved for $0 total on each of the reports, I assume something in Concur doesn't pick them up for any batch because there's nothing to be paid. Based off the feedback from both you and Kevin, I think my only option is have the processors Recall the Expense Reports and Send Back to employees to have them Delete those Expense Reports.

I will talk with my Accounting group to find out why they didn't just send them back in the first place, but instead chose to insert comments and approved amounts of $0 for every expense (these reports had odd circumstances, so I need to find out more details from Accounting dept).

[KevinD · Accepted solution]

@USWsdymerski you could recall to processor and send them back if there needs to be adjustments made to them. Should the approved amounts be zero on all five reports or does the employee need to make changes? 

I was going to suggest using the Manual Pay option, but this only works if there is an amount owed to the employee, which is not the case here. 

[USWsdymerski]

Thanks, Kevin. These expense reports don't need adjustments made, they were oddball circumstances, but IMHO the processors should have just sent them back to the employee instead of reducing the amounts and approving $0. Since I can't clear them because they won't be picked up by a payment batch, I will have to have the Processors recall them and send them back for deletion. Appreciate everyone's help on this one!